This organisation is a leading facility in automotive research, development, and innovation, focused on advancing the automotive industry through cutting-edge technology and testing. It also houses a prestigious collection of historic and rare cars, showcasing the evolution of automotive design. The role of Executive Assistant to the CEO offers the opportunity to coordinate high-profile events, manage special projects, and provide executive support, playing a key role in the success of the organisation’s strategic goals.
About the role:
This role involves managing the GM’s schedule, travel arrangements, and supporting marketing campaigns. The successful candidate will assist with preparing and editing correspondence, reports, and presentations, as well as maintaining databases and filing systems. You will coordinate meetings and events, liaise with both internal and external stakeholders, and support website updates and social media management. Additionally, the role includes assisting with administrative tasks such as responding to email enquiries.
Duties:
- Coordinate and maintain the executive’s calendar, scheduling meetings, appointments, and travel plans, ensuring optimal time management.
- Handle emails, phone calls, and other communications, prioritising and responding on behalf of the executive as needed.
- Organise and prepare materials for meetings, take minutes, and ensure follow-up on action items. Assist with planning company events and conferences.
- Manage travel bookings, itineraries, and accommodations, ensuring seamless travel experiences for the executive.
- Prepare reports, presentations, and documents, and maintain an organised filing system for quick retrieval and easy access.
- Act as a point of contact between the executive and internal/external stakeholders, maintaining strong relationships and facilitating smooth communication.
- Provide support on special projects, including research, data analysis, and coordinating tasks across departments.
- Track and manage the executive’s expenses, ensuring timely submissions for reimbursement and budget tracking.
- Proven ability to prioritise tasks, manage multiple calendars, and maintain efficient systems for handling correspondence and documentation.
- Highly effective in verbal and written communication, capable of interacting with high-level stakeholders, clients, and team members professionally.
- Demonstrated experience in managing complex schedules, ensuring deadlines are met, and handling last-minute changes with ease.
- Exceptional at managing details, ensuring accuracy in scheduling, document preparation, and expense tracking.
- Trusted with sensitive information, maintaining confidentiality and professionalism in all aspects of work.
- Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and project management tools like Asana or Trello.
- Skilled in organising domestic and international travel, as well as coordinating meetings, conferences, and company events.
- Resourceful in resolving issues quickly and efficiently, often without requiring supervision.
- Experience handling expense reports, tracking budgets, and ensuring compliance with company policies for reimbursements and purchases.
- Ability to assist with project coordination, timeline tracking, and team collaboration, ensuring projects move forward efficiently.
- Comfortable in fast-paced environments, with a proven track record of managing changing priorities and challenges.
How to apply
Click APPLY or email your resume to mollie@brookrecruitment.com.au. For a confidential conversation, please call Mollie on 0415 031 988 . About the company